Elentra ME User Documentation
Elentra ME 1.28
Elentra ME 1.28
  • Introduction
  • What's New in ME 1.28?
  • Support
    • Supported Browsers
    • Reporting Issues
  • System Setup
    • Database Settings Options
    • Organisations
    • Assessment Types and Characteristics
    • Assessment Flag Severity
    • Assessment Response Categories
    • Bookmarks
    • Clinical Response Categories
    • Grading Scales
    • Departments
    • Email Templates
    • Hot Topics
    • Learning Event Types
    • Learning Event Contact Types
    • Location Management
    • LTI Providers
    • Media Sources Management
    • Medbiquitous Tools
      • Medbiq Assessment Methods
      • Medbiqitous Instructional Methods
      • Medbiquitous Resources
    • Restricted Days
    • User Disclaimers
    • User Meta Data
  • Curriculum Management
    • Curriculum Framework Builder
    • Curriculum Layouts and Periods
    • Blocks in a Curriculum Period
    • Curriculum Tracks
    • Curriculum Map Versions
    • Curriculum Tag Sets and Curriculum Tags
    • Context-Based Linkages
    • Hot Topics
    • Curriculum Search
    • Curriculum Explorer
    • Curriculum Matrix
    • Mapping Tags to Content: Visibility and Reporting Options
  • User Management
    • Create and Manage Users
    • User Permissions
      • Clinical Faculty Checkbox
    • User Disclaimers
    • User Metadata
    • User Incidents
    • Profile Photos
  • Manage Instructors
  • Manage Cohorts
  • Student Management
    • Disciplinary Actions
    • Formal Remediation
    • Leaves of Absence and Off-Cycle Learners
    • Auditing A Course
    • MSPR
    • Observerships
  • Dashboard and Calendar
    • Dashboard
    • Calendar
    • Calendar Subscription
  • Communities
    • Community Types and Uses
    • Create A Community
    • Community Pages
      • Announcements
      • Discussions
      • Document Sharing
      • Events
      • Galleries
      • Polling
      • Quizzes
      • External URL
      • BasicLTI Consumer
    • Managing Communities
      • Community Reports
      • Locking a Community
    • Join A Community
    • Subscribing to Community Notifications
    • Public/Guest Accounts
  • Courses
    • Creating Courses
    • Course Setup Tab
    • Curriculum Tags Tab
      • Copying Assigned Tags from one Curriculum Period to Another
    • Course Content Tab
    • Course Enrolment Tab
    • Course Groups Tab
    • Gradebook Tab
    • CBE Tab
    • Logbook Tab
    • Course Reports Tab
  • Course Websites
    • Creating a Course Website
    • Course Website Versioning
    • Locking a Course Website
  • Learning Events Tab
    • Learners - Bulk Download Event Files
  • Scheduling Events
    • Creating and Managing Events
    • Copying an Existing Schedule of Events
    • Recurring Events/Event Series
    • Parent Child Feature
    • Reporting on Learning Events
    • Lecture Capture
  • Event Pages
    • Learner View of Learning Events
    • Event Setup Tab
    • Event Content Tab
      • Bulk Event Feedback Management
    • Event Attendance Tab
    • Event History Tab
    • Event Statistics Tab
    • Reporting on Events
    • Recurring Events Tab
  • Units/Weeks
    • Creating Units
    • Learner View of Units
  • Cases
  • Attendance Tracking in Elentra
  • Absence Management
    • Absence Management Set Up
    • Absence Management Dashboard
    • Reporting and Tracking Absences (Learners)
    • Managing Absence Requests
    • Tracking Absences in Learning Events (Admin/Faculty)
    • Absence Management Notifications
    • Generating Reports
  • Assessment of Learners In Elentra
  • Gradebook
    • Creating Assessments
      • Collections
      • Group Assessments
      • Attaching an Exam
      • Attaching a Discussion Post
      • Attaching a Quiz
      • Manage Existing Assessments
      • Copying an Existing Gradebook
    • Considerations for Clerkship
    • Enter Grades
      • Grade Spreadsheet
      • Faculty and TAs Entering Grades
      • Grades from Exams
      • Grading Discussion Posts
      • Grades from Quizzes
    • Comments per Assessment in Gradebook
    • Drop Box Assignments
    • Document Delivery
    • View and Report on Gradebooks
    • Gradebook Calculations
    • Learner Explorer
    • Learner View of Gradebooks, Learner Explorer and Assignments
    • Group Assessments and Assignments (Learner View)
  • Exams
    • Exam Question Management
      • Exam Question Labels
      • Question Index
      • Question Groups
      • Import Exam Questions from Text Files
      • Migrating Questions from ExamSoft
      • Migrating Responses From Exam Soft
    • Create and Manage Exams
      • Export an Exam to Word (.doc) File
    • Exam Posts
    • RPNow
    • Examity
    • Safe Exam Browser
    • Respondus Lockdown Browser
    • Adjust Exam Scoring
    • Exam Reports
    • Exam History
    • Grading Exams
    • Learner View of Exam
    • Learners as Question Creators and Exam Graders
  • Team-Based Learning
  • Peer Instruction
    • Access Peer Instruction
    • Create and/or Manage a Poll
    • Attach/Detach Question(s) to a Peer Instruction
    • Manage a Peer Instruction Event
    • Peer Instruction Reports
  • Quizzes
    • Creating and Managing Quizzes
    • Learner View
  • Assessment & Evaluation
    • Required System Settings Configuration
    • Rating Scales
    • Creating and Managing Items
      • Prompted Responses
      • Items as seen in PDF
    • Forms
      • Creating and Managing Forms
      • Confidential Assessors/Evaluators
    • Form Templates
    • Distributions
      • Distribution Wizard
      • Release to Target of Individual Completed Evaluation Tasks
      • Peer Assessment Target Release Options
      • Summary Assessment Tasks
      • Date Range Distributions
      • Rotation Based Distributions
        • Support for Off-Service Rotation Assessment and Evaluation
        • Distribution Progress Report (Rotation-Based Distribution)
      • Delegation Distributions
      • Learning Event Schedule Distributions
      • Ad Hoc Distributions
      • Reciprocal Distributions
      • Managing Distributions
      • Distribution Progress Reports
    • On-Demand Workflows
    • Rotation Evaluation Options
    • Faculty Evaluation Options
    • External Assessors
    • Email Notifications in A & E
    • Administrator Use of Assessment & Evaluation
      • Admin > Assessment & Evaluation Dashboard
      • Send Reminders
      • Forwarding Tasks
      • Record Assessment
      • Reopen and Edit Completed Forms
      • Delete and Recover/Reopen Tasks
      • Extend On-Demand Task Expiry Dates
      • Trigger Assessment
      • Trigger Bulk Assessments
      • Assessment and Evaluation Badge
      • Delegations
      • Distribution Reviewer
    • Assessment and Evaluation Reports and Completed Tasks
      • Access to Completed Assessment & Evaluation Tasks and Reports
      • Evaluations Reports
      • Assessments Reports
      • Leave Reports
      • Distribution Reports
      • Weighted CSV Report
      • Sample A&E Reports
    • Faculty Use of Assessment and Evaluation
      • Completing Tasks
      • Deleting Tasks
      • Forwarding Tasks
      • Completing a Summary Assessment Task
      • Viewing Learners' Assessments (as Staff/Faculty)
    • Learner Use of Assessment and Evaluation
      • Starting an Assessment On Demand
    • FAQ
  • Competency-Based Education
    • Setting Up CBE: Overview
      • Developer Work for CBE
    • Mapping CBE Curriculum
      • Auto-Setup Curriculum Tag Sets
      • Populate Standard Key and Enabling Competencies
      • Create a Curriculum Framework
      • Curriculum Framework Tag Set Options
      • Create an Organizational Tree
      • Create a Course Tree
      • CSV formatting for Curriculum Tag Uploads
      • Additional Information for Royal College Programs
        • CBME to CBE Post-Migration Review
        • Setting up a Royal College PG Curriculum Framework
        • Importing Curriculum Tags for Royal College Programs
        • Stages Template
        • EPAs Template
        • Roles Template
        • Key Competencies Template
        • Enabling Competencies Template
        • Milestones Template
      • Import Contextual Variable Responses
        • Contextual Variable Groups
        • Reordering Contextual Variable Responses
        • Modifying Contextual Variable Responses
      • Defining and Uploading Procedure Attributes
      • Trouble Shooting Uploaded Curriculum Content
      • Curriculum Versions Overview
        • Using the Versioning Wizard
        • Form Building after Versioning
        • Resetting Learner's Curriculum Version
      • Viewing the EPA Encyclopedia and EPA Maps
      • Priority and Likelihood Ratings
    • Creating and Managing CBE Forms
      • Rating Scales
      • On-Demand Workflows
      • Supervisor Form Template
      • Rubric Forms
      • Periodic Performance Assessment (PPA) Forms
      • Procedure Form Template
      • Smart Tag Form Template
      • Field Note Form Template
      • Reordering Items on Published Forms
      • Form Embargo Option
      • Reviewing Form Feedback
      • Tracking Completion of Tasks
    • Assessment Plan Builder
    • Managing Faculty and Learners for CBE
      • Recommendations for CBE User Roles
      • Learner Level and CBE Status
      • Resetting a Learner's Curriculum Version/User Tree
      • Course Lists
      • Setting up Academic Advisor Groups
      • Managing Competency Committees
    • Initiating, Completing and Monitoring Forms
      • Initiate Assessment/Evaluation: Faculty
      • Initiate Assessment/Evaluation: Learners
      • Resident Tool: Assessor Cues
      • PAs Entering Completed Forms
      • Reopening and Editing Completed Assessments
      • Overview of Task Status
    • Reviewing Learner Progress
      • CBE Program Dashboard
      • FAQ: CBME Program Dashboard
      • CBME Visual Summary
      • CBME Learner Dashboard
      • Promoting Learners Through Stages
      • Learner Meetings Logs
      • Archived Assessments
      • Pinning Forms, Items and Comments
      • Resident Tool: Thumbs Up for Helpful Feedback
      • Milestone Report
      • Updating Learner Stages
      • Learners' Curriculum Version(s)
      • Learners' Assessments Page
    • Visual Summary Dashboards
      • Normative Assessment
      • Resident Dashboard
      • Faculty Development Dashboard
      • Program Evaluation Dashboard
      • Program Oversight Dashboard
    • Elentra With or Without CBE Enabled
  • Clinical Experience
    • Accessing My Learners in Clinical Experience
    • Logbook
      • Configure Curriculum Tags to be Loggable
      • Course Setup Required to use Logbook
      • Learner Use of Logbook
      • Logbook Reporting
    • Rotation Schedule
      • Rotation Schedules
      • Rotations
      • Blocks/Slots
      • Booking Learners into Slots
      • Viewing Existing Schedules
      • Granular Clinical Scheduling
        • Clinical Event Attendance Tracking
      • Learner View of Rotation Schedule
      • FAQ
    • Lottery
      • Lottery Glossary
      • Managing Lotteries
        • Creating a Lottery
        • Edit or Delete a Lottery
      • Lottery Stages Tab
      • Lottery Schedule Tab
      • Lottery Visibility Tab
      • Learner Experience
        • Ranking Stage
        • View Tentative Schedule
        • Swapping Stage
      • Managing Variations
      • Publish Lottery Results to the Rotation Schedule
    • Leave Tracking
  • Clinical Courses Duty Hours Tracking
  • Meeting Logs
  • Notices
    • Creating and Managing Notices
    • User View of Notices
  • Polls
    • Creating and Managing Polls
  • Medical Student Performance Records
    • Creating and Managing MSPRs
    • Learner Use of MSPR
  • Portfolio
    • Managing Portfolios
      • Managing Portfolio Advisors
    • Viewing Portfolio Entries
    • Learner Use of the Portfolio
    • Portfolio and Gradebook Integration
  • Learning Object Repository
    • Managing Learning Objects
  • Preparing for a New Academic Year
  • Annual Reports
    • Reporting on Annual Reports
  • User Tools and Options
    • User Profile Preferences
    • User Privacy Preferences
    • User Notification Preferences
    • Organisation Switcher
    • Hide Sidebar
    • Display Style Switcher
    • Bookmarks
    • People Search
    • Permission Masks
    • RSS Feeds
    • Give Feedback!
    • My Meetings
    • My Required Preparations
  • System Reports
    • Learning Event Reports
    • Course Reports
    • Curriculum Reports
    • Teaching Event Reports
    • Learner Incident Reports
    • Usage Reports
    • Assessment Reports
    • External Reporting
      • AAMC CI Reporting
    • MSPR Reporting
    • Clerkship Reporting
    • Learner Reports
  • Awards
    • Creating and Managing Awards
  • Regional Education
    • Managing Regions
    • Apartments
      • Managing Learners and Accomodations
  • Rich Text Content and Accessibility Checker
  • Multiple Language Support
  • Remote Learning
    • Providing online meeting urls in Learning Events
    • Integration with Microsoft Teams
  • Glossary
  • Elentra Mobile User Guide
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On this page
  • Access Locations Module
  • Manage Sites
  • Add a Site
  • Edit and Delete a Site
  • Bulk Upload and Export Sites via CSV
  • Sites Index
  • Locations - Details

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  1. System Setup

Location Management

PreviousLearning Event Contact TypesNextLTI Providers

Last updated 7 months ago

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New in 1.27! Many new features and a new interface for Location Management was introduced in 1.27. See below for how to use these new features.

Location Management allows organisations to maintain a list of the sites, buildings and rooms relevant to their institution. In this context, site could refer to an institution, organization, or governing body. Site is the top tier of the location management system; within a site you can add buildings, and within a building you can add rooms. You can also add a phone number for the contact person at the site. Some examples are provided below.

  • Site: University/College Name, Hospital Name

  • Building(s): New Medical Building, Abramsky Hall, Student Athletic Centre

  • Room(s): 201A, 201B, 430, 431, The Caldwell Room

  • Phone Number: (123) 456 - 7890

Using the locations feature is useful if you plan to schedule clinical rotations or learning events in Elentra. Rotations and their corresponding blocks/slots can be assigned to sites, and learning events can be assigned a site, building and room. The building and room code will be displayed to event attendees so make sure the short codes you use are logical.

Access Locations Module

Only medtech:admin users have access to Locations in System Settings.

  • Navigate to Admin > Location Management. This will allow you to manage locations within the organisation you are currently logged into.

Or alternatively:

  • Navigate to Admin > System Settings.

  • If you have access to multiple organisations, click on the name of the organisation you want to manage locations for.

  • Click 'Location Management' from the left sidebar.

Manage Sites

Add a Site

  • From the Location Management screen click the Plus button beside "Sites".

  • Provide the required information noting the following: Site Code: The site code will display with the name on dropdown menus when you are assigning a site (e.g., in a learning event or rotation). Province/State: This option will only be available after you have selected a country. Curriculum Tracks: Any Curriculum Tracks associated with a location will be displayed to admin users and learners via the Locations interface.

  • Click 'Save' and you will see your new site displayed on the existing list of sites.

  • Note: Location visibility and status will need to be set from the "Status & Visibility" tab.

Edit and Delete a Site

  • Edit a site by selecting the pencil button to the right of the site within the site table.

  • To delete a site, check the checkbox for the sites you wish to delete and select "Delete Selected."

  • Note: Sites are "soft deleted" and can be retrieved by a developer"

Bulk Upload and Export Sites via CSV

Only Sites can be uploaded via CSV, Buildings and Rooms need to be manually input via the interface.

Sites can be uploaded via a CSV. A sample CSV can be downloaded by selecting "Import/Export" and selecting "Download Sample CSV".

Importing Sites via CSV

  1. Go to Admin > Manage Locations

  2. Select "Import/Export"

  3. Select "Download Sample CSV"

  4. Within the CSV file, complete the template by filling in the Sites' information.

Site ID
Site Code
Site Name
Address (1 & 2)
City
State/Province
Country
Postcode
Description
Phone Number
Fax Number
Accommodations
Status
Visible

Site ID is a unique system identifier. It is generated automatically by the system at the time of upload.

Site Code is a short-hand identified that is displayed to users within the Rotation Scheduler, Lotteries and when building Learning Events.

This will be displayed within the Locations module and on Learning Event pages.

This will display within the Locations module, including a map of the Site.

This will display within the Locations module.

This will display within the Locations module. Depending on your Country this information may not be required.

This will display within the Locations module.

This will display within the Locations module.

This will NOT display within the Locations module, but it does display on Annual Reports.

This will display within the Locations module.

This will display within the Locations module.

This will NOT display within the Locations module.

Can be entered as either "Active" or "Inactive". Active will allow the Site to be selected and assigned within the Clinical Experiences module. Note: Sites previously assigned will persist if later set as Inactive.

Can be entered as 1 (visible) or 0 (hidden). Visible sites will be seen by Learners visiting the Locations module. Note: Hidden sites will remain visible outside of the Locations module (for example on learning events).

When creating new sites via CSV, leave the "Site ID" column empty. The system will generate an ID for any Site without a recognized "Site ID". If you want to update an existing site, find it by selecting the edit pencil button and noting the Site ID displayed in the title of the window, or in the right hand card when viewing Site Information. Enter that in the "Site ID" column and the system will update that site with the information provided within the CSV.

Site Code does not need to be unique, however the system will display a warning if it detects a duplicated Site Code.

Sites Index

When accessing the Manage Locations module as an admin, you'll see a list of Sites and the following information:

  • Name

  • Curriculum Tracks

  • City

  • State/Province

  • Status

  • Expiration Date (this is related to any agreements configured for this Site)

From this view, you can:

  • Search a Site by name

  • Sort the table by any column

  • Import/Export sites

  • Filter the sites by:

    • Curriculum Track

    • City

    • State/Province

    • Status

    • Agreement Status

    • Associated Instructors

    • Associated Curriculum Tags

Locations - Details

When clicking on one specific Location's Name hyperlink, you can access and edit its details through the different tabs.

Site Information

From this tab you can view all the information entered when creating this site including the following:

  • Mailing Address

  • Contact Information (including Phone Number and Fax Number)

  • A view of the site using Google Maps

  • The Site ID (this is used during the Site Import by CSV functionality

  • The number of Contacts currently associated with the Site (using the Contacts tab)

  • A list of any associated Curriculum Tracks

Buildings Tab - Used to Add, Edit or Delete Buildings and Rooms

Adding, editing and deleting Buildings and Rooms behaves the same way as adding, editing and deleting Sites. Building's and Room's names can be searched for but not filtered or sorted like Sites.

Buildings use the following fields:

  • Building Name (Required): This will display on learning events scheduled in courses.

  • Building Code (Required): This will display on bookings made in Clinical Experiences > Rotation Schedule.

  • Address Line 1 (Required)

  • Address Line 2

  • City, Country, and Province/State (Required)

  • Postcode (Required)

  • Building Radius (meters): This is used in the attendance geo-location feature. It helps dictate how close to a building's latitude and longitude coordinates a learner's device must be when they confirm their attendance at an event.

  • Building Latitude: This is used in the attendance geo-location feature.

  • Building Longitude: This is used in the attendance geo-location feature.

  • Phone Number

Rooms use the following fields:

  • Floor: This is an optional field to record the floor a room is on.

  • Room Number (Required): Store the room number here. It will show on learning events assuming no room name exists.

  • Room Name: This field is optional. If it is filled in it will show, instead of the room number, on learning events.

  • Room Description: This is an optional field to collect information. Users will not see this information.

  • Room Phone Number: This is an optional field to collect information. Users will not see this information.

  • Room Max Occupancy (Required): While required, Users will not see this information.

  • Room Resources: This allows you to provide information about the resources in a room. The default list includes projector, television, computer, and capture. Capture is used when you are using Elentra's lecture capture tool.

If you select "Capture", you'll be prompted to enter the following information.

  • Device Name: This corresponds to the code in your NCast recorder manual that is specified for that model. For example, on an M4 recorder this value should be “M4”, whereas on a Hydra model, this code should be “PR720”.

  • Device Address: This is the IP or hostname of the NCast device on your network.

  • Channel: This is the number of the Channel to be used from NCast device’s configuration. Most devices have a limited range available, usually 1 - 100.

  • Stream Prefix: This is the named string of characters that all videos from this Room will be tagged with. For example, “surgery” or “pediatrics”.

Curriculum Tags Tab

Associate Curriculum Tags to the Site to allow Admins and Learners to filter Locations by the tag.

Clinical Experience

Sites with associated Curriculum Tags set as Sites for Rotations will display on the Clinical Rotation Scheduler when set to the "Detail" view mode.

Instructors Tab

Associate Instructors with Sites, allowing Learners to see which Instructors are associated with Sites, and allow Admin users to filter Sites by associated Instructors.

To associate Instructors:

  1. Select the Add Instructor button (+) beside Instructors.

  2. Search for and select instructors to be added and select "Save". More than one Instructor can be associated at once.

To remove an instructor:

  1. Select the checkbox beside their name.

  2. Select "Remove Selected".

Instructors must already be in the system before they can be associated with a Site.

Agreements Tab

Upload agreement documents and assign expiration dates to the Agreements Tab.

To add an Agreement:

  1. Select the Add Agreement button (+) beside Agreements.

  2. Fill in the fields and upload the agreement document, and select Save.

The Expiration Date column on the Locations Table View will be calculated based on the latest expiration date of all agreements.

Status and Visibility Tab

The "Status" of a Site can be set to "Inactive" or "Active." When the Site is "Active", it can be associated to a Rotations' Location Pools. If the Site is "Inactive" it will not be listed as a Site to be assigned. If a site was already assigned to a Pool or already associated with Rotations and later set as "Inactive" it will persist in Pools and Rotations.

Locations (Sites, and associated Buildings and Rooms) set as "Inactive" will still appear when selecting a Location for an event.

The Visibility of a Site can be set to "Hidden" or "Visible". When a Site is "Visible", Learners can see it from the Locations page available to them, otherwise it is not displayed.

Locations (Sites, and associated Buildings and Rooms) set as "Hidden" will remain visible on Events they have been associated with.

The Status & Visibility fields per Location will be undefined (empty) by default and can be updated individually through the interface or in bulk with .csv. Undefined (empty) Sites will appear when selecting sites for Rotations or Pools.

Contacts Tab

Lists Contact information for individuals that will be displayed on the Learner view of Locations. This individuals are not users added through Manage Users.

To add a Contact:

  1. Select the Add Contact (+) button beside Contacts.

  2. Fill in the fields as required:

    • Prefix: This will display to Admin users, but not Learners.

    • First Name (Required): This will display to both Admin users and Learners.

    • Last Name (Required): This will display to both Admin users and Learners.

    • Role: Optionally select from the list of roles defined in the database (default is none). This will display to Admin users, but not Learners.

    • Mailing Address:

      • Address Line 1: This will display to Admin users, but not Learners.

      • Address Line 2: This will display to Admin users, but not Learners.

      • Country: This will display to Admin users, but not Learners.

      • Province/State (if applicable): This will display to Admin users, but not Learners.

      • City: This will display to Admin users, but not Learners.

      • Zip Code: This will display to Admin users, but not Learners.

    • Contact Information:

      • Phone Number: This will display to both Admin users and Learners.

      • Email: This will display to both Admin users and Learners.

    • Assigned Site: Optionally specify which of the Buildings or Rooms you'd like to associate with this Contact. This will display to both Admin users and Learners.

    • Contact Photo: This will display to Admin users, but not Learners.

  3. Select "Save".

Visits Tab

Stores information related to visits. This information won't be displayed to Learners. You are able to export this information as a CSV.

To add a Visit:

  1. Select the Add Visit button (+)

  2. Fill in the fields as required:

    • Date of Visit (Required): Specify a date of the visit.

    • Visit Outcome (Required): Select one of the following statuses

      • Incomplete

      • Complete

      • Pending

      • Probation

    • File Upload: This optional field will let you store a file related to the visit. It can be downloaded from the index.

    • Optional Notes: This optional field will let you add some additional text to the visit. While this field supports rich text, it will not be displayed on the index.

  3. Select "Save".

To delete a Visit:

  1. Select the checkbox beside the Visit you want to delete.

  2. Select "Delete Selected".

  3. Select "Yes, I would like to delete this visit record".

  4. Select "Delete"

Note that the building and room code display under Location